ĐÊ án ỨNG DỤNG CÔNG NGHỆ THÔNG TIN vào DOANH NGHIỆP CÔNG TY CP dược PHẨM TV PHARM e

ĐÊ ÁN ỨNG DỤNG CÔNG NGHỆ THÔNG TIN VÀO DOANH NGHIỆP CÔNG TY CP DƯỢC PHẨM TV.PHARM The explosion of information technology is increasingly demonstrating the profound impact on all areas of life, with different objects in the society Especially for businesses, information technology has become one of the factors that help to increase strength and competitiveness in the market Therefore, every business now is trying to build a strong, safe, stable and efficient information system The investment in information technology infrastructure (IT) is currently the most viable solution to help companies reduce management costs and increases the best use of the company’s resources, enhance the competitiveness of Vietnamese companies in the tough economic period The quick application of information technology into the automation process in production and business is always a matter of concern because information technology has a huge role in economic, production and business, sales, trade promotion, business management activities PROJECT: INFORMATION TECHNOLOGY APPLICATIONS TO TV.PHARM ****&***** INTRODUCTION TV.PHARM: TV.PHARM was established in 1992 This is a state-owned enterprise with the main business line: Manufacturing and sales of pharmaceuticals During the first operation years, the capital, production technique machinery, facilities, investment in technology and human resources are limited, causing many difficulties to the Company In 2006, the Company is capitalized to become TV.PHARM Through the efforts so far by the Company’s leaders and employees, TV.PHARM is a famous pharmaceutical business with a precious brand on the pharmaceutical market in Vietnam According to the data of the Vietnamese Pharmaceutical Association, TV.PHARM is now the pharmaceutical brand ranked the fourth in the Mekong River’s Delta and ranked the fifteenth in Vietnam Obviously after 20 years of construction & development, to obtain the achievements as today’s, in addition to a lot of efforts, and dedication of TV.PHARM’s staff, there are many appropriate policies and decisions by the Company’s leaders, especially the policy on applying information technology into the company's activities to narrow the technology gap, improve labor productivity, create competition and create favorable conditions for management and administration work Slogan: FOR COMMUNITY HEALTH: it is the company's commitment to construct a stable platform for the country's pharmaceutical industry, practically contribute to the protection of public health to bring faith and happiness SPIRITUAL VALUES: • Public health is a long-term and consistent goal • Always grasping - innovating - applying modern technology of pharmaceutical industry to create high-quality products • Product quality is the highest commitment • Customer trust and confidence is a long-term goal • Customer benefit and prosperity is a long-term goal • Creativity - dedication - knowledge of employees is action motto TV.PHARM’s system includes: - Office of the Corporation (Head Office: 27 Dien Bien Phu, Tra Vinh City, Tra Vinh Province) - 02 factories manufacturing pharmaceuticals: Nonbeta-lactam and Beta-lactam with European technology Meeting strict standards by the World Health Organization (WHO), and the standards by the Ministry of Health of Vietnam - 01 modern functional food factory (newly put into production from July 2013) - Functional departments: stock, planning, finance, human resources, etc - The distribution system consists of 09 nationwide branches, distributed across 53 provinces and cities in the whole country - Export: Africa and Southeast Asia - Product: TV.PHARM is currently licensed for issuing more than 300 kinds of products in 15 different groups, meeting the ordinary medical needs of the people 1) Purpose of making this project: Assist the Board of Directors, the relevant departments to systemize the program to raise some solutions, instructions and coordination to control and well-implement the program 2) Name of the project: Project of implementing the modernization – professionalism of management work at TV.PHARM by equipping, operating and applying information technology, in the period of 2013-2020 3) The situation of applying information technology in TV.PHARM in recent time: 3.1: Achievements The investment in information technology in TV.PHARM to serve the business goals such as supporting operation activities, supporting to make management decisions, supporting the development of some strategic to achieve competitive advantage, etc to help the Company define the investment routine and relationships among the components in the overall picture of the information technology applications in TV.PHARM 3.1.1) Investment in IT infrastructure • TV.PHARM has put into use the basic equipment for hardware, software and manpower This is the initial investment The level of “basic” equipment may not be homogeneous, however, it needs to achieve some main requirements on technological infrastructure (hardware & software) fully equipped to deploy a number of the company’s regularly used applications such as computer, setting up a LAN network, WAN network, setting up Internet connections, communication environment among the offices within the company or among the partners; about the people trained to be able to use the infrastructure in a number of the operation or management works of the Company • For all departments, official employees at the Company and branches are equipped with the basic means of technology such as personal computers, telephones, each unit is equipped with some more printers, fax machines, photo copy machines and scanners • For technical departments, there will have the appropriate professional equipment: such as color printers, toxicology testing machines, etc • Department directors, unit heads are equipped with laptops, 3g mobile internet, etc The company’s executives are equipped with tablets, high-speed computers to be able to manage and run the work smoothly • In addition, high-speed internet connectivity in all units helps to exchange information and connect smoothly and easily • TV.PHARM owns its webmail system and website for information communication, exchange and image and brand promotion • For product research and development: applying advanced technology of Europe in product research, machinery and equipment for research are modernized • For product package production and design: applying information technology to make production planning convenient, scientific, the manufacturing processes are synchronized, to limit some errors that may happen The packaging design is also faster, more accurate and in a better quality • The exchange with customers, customer care and capturing customer information are quickly and saving a lot of costs For example, previously when you want to capture the market, survey product consumption trend or customer care, etc., TV.PHARM employees or different departments can outsource or directly come to the end user to interview or capture some information Today, thanks to the application of information technology and internet, capturing contact information of customers can be done via email or phone to customers, to obtain the information that the company needs As a result, the costs and workforce are reduced and not affect customers • For sales management: information technology is applied in market grasp, market demand forecasting, ordering, inventory handling, movement of goods, etc For example: Previously receiving orders and order processing are normally done by fax or phone, so it can be costly and exchange information is incorrect Now thanks to the application of information technology, the processing of orders is possible by email: mail sent by customers in sample forms, and the division in charge of receiving orders will collect and handle Processing time will be faster and more accurate, the cost will be less Similarly, inventory management are easier and more accurate Instead of manually checking, papers, now it is able use some software or computer to check with higher accuracy 3.1.2) Operation, management application enhancement: • The goal of this phase is information technology investment to enhance operational efficiency and support the functional divisions in the Company, specifically for activities of the functional departments or task-based working teams • By investing, applying and operating the software system on financial management, sales, business and marketing Up to now it is able to say this is a strategic breakthrough with right direction The construction and application of the system has contributed to improving the efficiency of management and business activities at TV.PHARM 3.1.3) In addition, TV.PHARM also successfully applies other media means: such as synchronous use of email system, email and internet use in the exchange of information, website use in product introduction and image and brand promotion • The application of information technology in TV.PHARM is also reflected by holding some meetings through internet media such as skype Or the important meetings are presented, it helps to increase critical ability 3.2 Things which have not been done yet: Due to the transition from a state-owned enterprise to joint stock company, computerization is currently incomprehensive and some senior officers have difficulty in accessing information technology Internet and email is not considered a legitimate transaction at the company This sometimes causes some disadvantages for the work due to interruption 4) The need for investment in corporate management systems: In the context of general difficulties of the economy, businesses are still reluctant to invest money in technology to recovery the growth since the Great Depression They are no longer willing to invest in technology, instead, the businesses have focused on exploiting technology to create some values for themselves For TV.PHARM, in the leadership transition period, the new Board of Directors recognizes the need for changing management practices to meet the needs of management of TV.PHARM in the new period Pharmaceutical industry is the most competitive in the current period The businesses have to compete not only with the world's leading pharmaceutical companies, but also with many domestic enterprises In the context that the majority of pharmaceutical companies in Vietnam are originally from state-owned enterprises, capital for business renewal is not much This may affect the position of Vietnamese businesses In this context, if any business can develop a modern management method, qualified human resources, it will have an advantage in the marketplace Early recognition of the importance of information technology application in business, TV.PHARM’s leaders has invested in information management system through each stage 5) Project purpose • Maximizing the level of information exchange • Providing timely information • Integrating information across the entire supply chain • Reducing work management, operation and coordination time • Decentralizing in decision making to the related levels easily, fast and efficiently • Reducing operating costs for the company • Decreasing inventories • Improving business operations of the Company • Sharing information for the operational parts • Standardizing the operational processes and activities of the company • Maintaining and enhancing the competitive advantage of the company • Improving management and customer care activities • Managing the processes 6) Project requirements: 6.1: Functional requirements a) Stage 1: 2013 - 2014 Financial management: This functional group includes the main functions which are sales accounting, ordering accounting, manufacturing cost accounting, general accounting, allowing the company to control the whole receivables, payables, general expenses and multi- dimensional detailed revenue, money management subsystem, budget supporting for budgeting, consolidation of reports from member units In addition, the financial management functions are also incorporated with other functions such as production management, inventory, receivables and payables, etc Through financial management requirements in the system, the leaders want to identify and manage some factors related to some fields such as finance, accounting, liabilities, stock, inventory, ordering, production planning, etc Production management: Pharmacy is a unique field, directly affecting public health So the pharmaceutical manufacturing process at TV.PHARM has to strictly comply with not only the regulations by the Ministry of Health, the World Health Organization, but also the regulations related to sanitation and environment Besides, now with the synchronization and automation of the production assemblies, TV.PHARM also applies strictly ISO 90012012 standard So, for the production function, the Company’s management board wishes that the stages in the production must comply with the procedures, with lean manufacturing, science, cost savings, maximizing labor productivity and machinery capacity Material level Production order Purchase of goods Inventory Forecasting (planning) Sales informatio n Demand collection Production plan Material demand planning Material purchase demand Production order Stocked components Delivery Operating system manufacturers of TV.PHARM In addition to also focus on the production planning, the jail materials, packaging, manufacturing items to meet customers' needs most effectively This function allows the planning and monitoring the production process Based on the data produced by the plan or order The system starts from the construction, calculation demand of raw materials, machinery and labor from the production norms set by the unit Based on these factors on -time delivery, human resources and machinery to establish the plan, the plan orders All real-time data analysis enables timely production adjustments The system also features the work to the public at the same time, the plan interrupted by objective factors arising in the production process to make adjustments, it is produced in accordance with the plans and the Warehouse Warehouse management management requirements set out sub-system sub-system - Inventory management: This function is to manage the entire warehouse operations for TV.PHARM arises Helping units and functional departments understand the company exists goods depot and transit and warehouse branch Since then plans to coordinate timely supply of goods to the market, the lack of restrictions and avoid too much inventory This Exporting Goods Warehousing Exporting activity activity Goods code code Warehousing activity activity functionmanagement also provides for planned, regulated materials, packaging, labels management and reagents for management management management management the production, etc Goods Importing to Exporting Goods code code WAREHOUSE Importing to Exporting to to sell sell MANAGEMENT PROCESS management purchase goods management in in purchase goods goods goods GENERAL DIAGRAM the the system system Direct Direct warehousing warehousing Exporting Exporting for for production production Professional Professional exporting exporting 10 Exporting Exporting for for assembly assembly - Sales management: This function helps businesses track and manage the entire sales process operations include management quotations, track customer orders, managing the radio conditions mathematics, the mode of payment, credit to each customer with different criteria sale of enterprises as wholesale and deferred payment, deposit, distributors, otc customers, etc Based on applications customer program allows you to set the plan for customer delivery Issue invoices and track control switch receivable at the end of a sales transaction From sales data, conduct analysis and evaluation of handling business sales process of businesses This function allows to capture daily sales, weekly, monthly, quarterly of each branch, region, domain, etc which can seize control of the situation and sales, sales, number of customers, etc It also said the debt customers, etc Customer Sales division Order form Bill Goods export Warehouse Closing order from Closing order 11 Receivables Order Money management Example on sales process Standard sales process in TV.PHARM Marketing management: provides functionality to create database customers, including customer information, sales, address, interests, etc thereby creating the basis for customer care, and also sales channel is effectively monitored By this is also the basis of information search, evaluation of potential class customers, customer prospects, loyal customers Planning and conducting contact the content is recorded meetings and exchanges with customers / suppliers until terminated by order of the results of the customer / supplier Module is also designed to monitor the management of information about the campaign, evaluate the effectiveness of promotions and advertising that businesses are implementing, analyzing customer data at multiple angles different for planning the development of the enterprise market b) Stage 2: 2015 - Human Resources – Salary Management: Function for creating database of employee records, storing decisions, documents involved in employees’ working time in the unit The sub-system allows timekeeping and payroll for each employee, each department or each employee group by many criteria different In a garment company, payroll for direct production workers is complex and based on the productivity of workers, unit price of each order, the market price at that time, shift production, etc and should be monitored publicly via electronic timesheets Thanks to the parameter system allowing reporting and determining flexible payroll forms This functions meets most of payroll operations for all kinds of businesses, such as: Advance payment management in extraordinary periods, supervising and participating in the processes in paying and enjoying insurance forms, income tax payment obligations, salary and bonus increase process, etc 12 Entering candidate profiles Sample CVs Questions for CVs Sales division Sending CVs Interview Handling CVs Candidate evaluation Evaluating probation time Sales division - Approving to work + Ignoring + Delaying - Not going through probation time Information on personal discount Information on personal allowance Information on allowance based on staffing regulations Demand forecasting Financial plan Material plan Business planning Production plan Actual production Original bills Salary allowance Supply Accounting bills Product technology Order handling Goods Warehouse Logistics Customer Allowance Allowance Production Discount Survey Allowance Diagram of the functional requirements in the management information system II – Project’s bindings: Report 2.1: Binding of costs Original bills Production The biggest cost in the budget for the implementation is identified to be in the implementation part Determine the cost before the items will help ensure the implementation progress and quality, otherwise, it will be easy to get bogged down and fail Software development costs include many items, such as: costs for copyright, implementation support, consulting, system maintenance and operation, etc In addition, 13 there are some cost of general IT application infrastructure such as hardware, network infrastructure Implementation cost: Often accounting for the largest proportion of the total investment costs for information technology The implementation includes installation, training, system settings, converting the old system to the new one, operation, etc The cost is determined based on the unit price of labor with the implementation time and sub-systems Cost on support before, during and after implementation: Typically the cost for preproject consultancy and survey, supporting supervision and implementation and supporting maintenance, etc Cost on hardware and network infrastructure: Hardware paralleled in TV.PHARM’s information system includes main server systems, workstations, PCs, disk arrays, UPS, etc Moreover, there are other servers required for TV.PHARM’s activities like email management main server (email server), Internet service management main server (Internet server), general file management main server (file server) All databases are stored in TV.PHARM, but to avoid some risks, the Company allows sharing main server facilities at some areas: HCMC Branch, Hanoi Branch, Da Nang Branch The server at the Company has access to any server in the decentralized branches At the beginning of each month, the member servers are responsible for the transmission of data to the central server for easy management report collection in the best way PROPOSED COST FOR THE PROJECT NO CONTENT Hardware and AMOUNT network Rate/Total 410,000,0 infrastructure cost 00 Copyright, surveying, consulting 2,214,000,0 cost 00 5% 27% 3,444,000,0 Implementation cost 00 42% 410,000,0 Training cost Document 00 82,000,0 00 14 NOTE fees 5% 1% 1,640,000,0 Maintenance and other costs 00 20% 8,200,000,0 Total 00 100% Description Cost Rate Hardware paralleled in TV.PHARM’s information system includes main server systems, workstations, PCs, disk arrays, Hardware andUPS, etc Moreover, there are other servers required for infrastructure TV.PHARM’s activities like email management main server costs (email server), Internet service management main server 5% (Internet server), general file management main server (file server), etc Including many items, such as: costs for copyright, implementation support, consulting, system maintenance and Software copyrightoperation, etc In addition, there are some cost of general IT 27% cost application infrastructure such as hardware, network infrastructure Often accounting for the largest proportion of the total investment costs for information technology The Implementation implementation includes installation, training, system settings, 42% cost converting the old system to the new one, operation, etc The cost is determined based on the unit price of labor with the Training Document implementation time and sub-systems Training the leaders, officials and employees in TV.PHARM 5% on system transfer Including: Operating manual; Operating book; Reference 1% book; Instructing book for system management Maintenance service and otherHelps to deal with operating problems and other matters arisen costs 15 20% 7) Establishment of project committee: • General Director – Committee Chief • Administrative Deputy General Director: Standing Deputy Committee Chief • Business Deputy General Director: Member • Production Deputy General Director: Member • HR Director: Member • Finance Director: Member • Planning Director: Member • Business Director: Member • Director of Marketing Department: Member • Secretariat Committee: Deputy Director of Organization Department and the General Director’s Secretary 16 TABLE ON PROJECT MANAGEMENT PROGRESS – PROPOSED TO BE COMPLETED IN YEARS (IN PHASES) Phase 1: including the packages: Financial management, inventory management, sales management, marketing management, etc CONTENT STARTING DAY Pre-feasibility and feasibility evaluation for project ENDING DAY Quarter IV/2012 IMPLEMENTOR NOTE Board of Directors In detailed plan, the solution for Planning March, 2013 March 31, 2013 Department of Planning selecting implementation the partners is presented with the proposal to establish the project committee Approving the plan – through some basic levels, and preparing necessary documents some April 2, 2013 April 15, 2013 Project Committee April 17, 2013 May 15, 2013 Functional This is a very important stage, departments and their playing a decisive role in the units success of the entire project for approval Surveying, taking ideas from departments The departments makes as many comments as possible on the actual operation processes 17 to make the plan more detailed Adjusting the project and transferring the order Draft presentation Approving the unit, signing the contract Implementing Phase I Training operation May 17, 2013 May 28, 2013 June 1, 2013 August 1, 2013 Project committee Unit implementing the service Project committee & Early September Board of Directors October 2012 and testing personnel This is an important stage, November 2012 which must be implemented continuously and constantly 10 Commission and hand-over 18 9) Detailed implementation, including: • Conducting pre-assessment & full package evaluation for the project • Project planning • Analysis of the system’s structure and configuration • Training implementation teams • Inspection and testing • Training operating and using human resources teams • Actual operation • Adjustment and maintenance The Company’s management requirements Pre-evaluation implementation suppliers requirements Full package evaluation Project planning Differentiation analysis Training implementation team Re-structure System configuration Checking Training end users Putting the system into use Afterimplementation 10) Conclusions: 19 Generally, PROJECT OF APPLYING INFORMATION TECHNOLOGY INTO TV.PHARM is quite detailed However, this is a great project, the Company must consider carefully the costs, besides, training of human resources is equally important Also by way of deeply thinking by the leaders, the company has been gradually going up and standing firmly on the pharmaceutical market Raising a development strategy for the company is a story and finding and applying information system to implement the strategy is a big question Suggesting an information management system for a company is not an easy thing, it is a process of research by the Company’s leaders and managers, when suggesting public management strategy by information system, the Company’s leaders and managers must have a clear understanding about the external factors affecting the company and the possibilities that the company can provide to achieve this strategic objective Information technology is an inevitable push and expands a vast space to companies to improve their competitive position quickly However, application of information technology is an technological advance, it is able to penetrate into every industry, every sector, making fundamental changes in both process and product, demand and supply These companies need to be aware of the possibility of the application of information technology They should create the conditions for better organization and pay greater attention to developing the strategic vision of the possible applications of information technology, not only in the companies themselves but also in the corporate network Moreover, supporting policies by intermediary organizations such as professional organizations and the government are also essential For Vietnam, in the context that the SOEs dominate the economy, to improve the competitive position, by way of "thinking shortly, taking the initial" first of all, it is important to realize the core problem of popularity, acceptance and application of information technology -The End- 20 ... restrictions and avoid too much inventory This Exporting Goods Warehousing Exporting activity activity Goods code code Warehousing activity activity functionmanagement also provides for planned,... 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